Grants

Required Attachments

All required attachments must be uploaded to your application in the Grants Portal by end of day on the deadline date. It is strongly encouraged to include the required attachments with the pre-application. Material sent by any other means cannot be accepted or considered.
 

NONGOVERNMENTAL ORGANIZATIONS APPLYING FOR $25,000+

The State of Minnesota Grants Policy (# 08-06) requires a review of the financial stability of nongovernmental organizations applying for grants of more than $25,000. To comply with this requirement, applicant organizations must submit an acceptable financial record (listed below) as part of their application materials. Any items of significant concern must then be discussed and resolved to the satisfaction of Grants Office staff before a grant can be awarded. 
 
Failure to supply an acceptable financial record with your application will result in disqualification. Whichever record you submit must be the most recent available and no more than three years old. If your organization is too new to have any of these records, you may need to delay application until sufficient organizational history has accumulated. You could also seek an eligible entity to serve as a sponsor for your project.  
 

Acceptable Records

  • Form 990
  • Form 990-EZ
  • Certified Financial Audit
  • Year End Financial Report

Records That Cannot Be Accepted

  • Form 990-N (no financials are part of this document)
  • Budget (this is a future projection, rather than showing past performance)
  • Bank Statement (current moment snapshot of financial picture)
  • Balance Sheet (current moment snapshot of financial picture)

ADDITIONAL REQUIREMENTS

See project guidelines for additional requirements for each category.
 

SUPPORTING DOCUMENTATION 

Phasing plan for more involved projects. The phasing plan must detail the timing, scope, and estimated costs of all phases of the entire project.

Phased projects

Many projects lend themselves well to phasing. Breaking a project into discrete parts is often easier to administer for smaller applicants. However, serial applications for artificial phasing to fit the requirements of a small grant and to avoid heightened competition of large grant reviews (segmenting) are inappropriate and will not be funded.

Phases are sequential steps, where the prior phase must be completed before starting the next phase. Individual phases are usually comprised of one or more closely related activities with a common outcome.

For phased projects, provide a phasing plan detailing the timing, scope, and estimated costs of all phases of the project. If all phases of a single project are expected to exceed the small grant limits, the applicant should consider applying for a larger grant amount to accomplish the entire project under a single grant. For rehabilitation projects receiving funding for multiple phases in the Historic Properties category, the term of the final Letter of Agreement Governing Use of Historic Site will be based on the cost of all grant funds received for the project, not for each individual phase.

A phasing plan can be adjusted if new information or knowledge is uncovered during one of the phases that justifies reconsideration of the entire plan. Prior phases of the project must be completed, and if funded by the Grants office must be closed out, before applying for the next phase.

In the application, describe why it is appropriate to apply for a discrete portion/phase rather than the entire project and explain each phase of your project in detail.  In the work plan section of the application, applicants must clearly articulate any phasing of their project, along with the rationale for choosing this approach. Failure to include a rationale may result in the reviewers assigning a lower priority to the proposal.  If preferred, this information could be stated in a separate document that is uploaded with the application.

Phasing a project is one way that your organization can easily manage their project, verify that the organization/project is ready for the next phase, and ensure that the final product is successful.

Common phases for project include: a needs-assessment phase; budgeting, pre-planning, & research phase; and project execution & completion phase. For a preservation example, an organization applies for funds to create a building Conditions Assessment that identified building needs. After completion of the Assessment Phase the organization intends to apply for funding to pay for the Architectural Design Services and, after that Design Phase has been completed they will apply for funds to complete the actual construction work. For a history example, an organization’s overall plan is to do a short historical documentary based around interviews. The project could be broken up into three phases: “Phase 1: (1st grant application) Conduct oral history interviews of 10 narrators. We will film the interviews to be used in a documentary. Final product will be transcripts. Phase 2: (2nd grant application) Identify and research the subjects uncovered by the oral history. Search for and log additional footage that can support the subject. Final product will be research report, annotated bibliography, footage logs and a draft script. Phase 3: (Final application) Video production. Final product will be completed video.”

NOTE: If a portion of a multi-phased or large project is carried out with Legacy grant assistance, the entire project is considered subject to grant review. Portions of a project cannot be withdrawn because they are being funded by a different/additional source.

In addition, serial applications for artificial phasing to fit small grants and to avoid heightened competition of large reviews by the Historical Resources Advisory Committee are inappropriate.

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The Minnesota Historical and Cultural Grants Program has been made possible by the Arts and Cultural Heritage Fund through the vote of Minnesotans on November 4, 2008. Administered by the Minnesota Historical Society.